Docket Clerk

State of Oklahoma•Oklahoma City, OK

8d•Onsite

About The Position

The Docketing Clerk coordinates hearing schedules for assigned Administrative Law Judges using the Commission’s case management system, CaseOK. This role requires exceptional attention to detail, critical thinking, and strong problem-solving skills to ensure hearings, notices, and case information are handled accurately and efficiently. This position serves as a critical administrative link between judges, attorneys, claimants, employers, and internal departments. Success in this role depends on a candidate’s ability to identify and independently resolve scheduling and data discrepancies—not just follow a checklist.

Requirements

Attention to detail (critical): Ability to identify errors and inconsistencies in case data, schedules, and legal documents before they cause downstream problems; consistently self-checks work without prompting.
Problem-solving and judgment (critical): Recognizes when something is wrong, takes corrective action independently, and determines when to escalate; anticipates issues rather than reacting to them.
Legal and procedural knowledge: Familiarity with court or administrative hearing processes, notice requirements, and filing deadlines; or the demonstrated ability to acquire this knowledge quickly through training.
Proficiency with Microsoft Office (Word, Excel, Outlook) and standard office equipment; ability to learn CaseOK and other agency systems.
Typing of at least 35 wpm.
Clear written and verbal communication with judges, attorneys, pro se parties, and internal staff; professional demeanor in a legal environment.
Ability to manage multiple competing deadlines, adapt to procedural changes, and work independently with minimal supervision.
Two years of administrative, clerical, legal support, court, scheduling, or related office experience; or an equivalent combination of education and experience.
Ability to sit and perform computer-based work for extended periods (up to 7 hours within an 8-hour workday).
Operate standard office equipment including copiers, scanners, and printers.
Occasionally lift, carry, or move files and boxes weighing up to 25 pounds.

Nice To Haves

Experience in a legal, court, or high-volume scheduling environment preferred.
Experience using electronic case management or other digital database systems preferred.

Responsibilities

Schedule trials, pre-hearing conferences, and other proceedings for assigned judges in CaseOK per Commission procedures and court rules.
Review case file information for accuracy before issuing hearing notices; prepare, issue, and distribute notices and supplemental notices to all parties.
Identify and resolve scheduling conflicts, data discrepancies, and procedural issues independently; escalate to supervisor when situations exceed established guidelines.
Maintain accurate case information and enter hearing dispositions into CaseOK following each proceeding.
Communicate professionally with judges, attorneys, claimants, employers, and internal staff regarding docket status and scheduling matters.
Assist parties and attorneys with procedural and scheduling questions by phone and in person.
Regular and punctual in-office attendance is an essential function of this position.